The challenge in many organizations is not just that there are too many meetings, but that there are too many poorly run meetings. As a result people waste time and energy instead of getting "real work" done.
Here is a checklist I use in my strategic team building and team development programs as I observe and provide real time coaching.
Check it out and see how your team is doing.
- Did the meeting start on time?
- Is there a published agenda?
- Was the agenda sent out ahead of time?
- Are the most important items on the agenda first?
- Did people prepare for the meeting? What did they do?
Dialogue and Discussion Dynamics
- Are all team members engaged and participating?
- Does the team go beyond information sharing in its dialogue?
- Do team members challenge each other?
- Do people express differences of opinions, even when unpopular?
- Are there repercussions for speaking the truth?
Decision Making Dynamics
- Is the team focused on agreement or commitment?
- How does the collective style of the group impact problem solving and decision making?
- Is the team closing out on decisions?
- Are decisions and actions summarized at the end of the meeting?
- Is there a tracking mechanism to monitor decision progress?
General Dynamics of Team
- Do people generally respect each other, enjoy each others’ presence, act as colleagues?
- Are there signs of trust – asking for help, offering help, apologizing, being vulnerable?
- Is the team focused on overall team goals versus individual responsibilities, silos, and egos.
- What individual team member habits impact conversation (laughing, exaggerated words, body language and reactions, rambling, too manystories/examples, etc.)?
- What is the leader doing to encourage discussion?
- What is the leader doing to blunt conversation?